---
title: E-Sign Workflow
slug: e-sign-workflow
docTags: 
createdAt: 2025-08-29T10:12:00.260Z
---

An **e-sign workflow** refers to the process of managing documents that require **electronic signatures**, starting from document creation and ending with final execution. These workflows are commonly used for contracts, agreements, forms, and approvals, especially in business, legal, and sales operations.

**Common E-Sign Statuses and Their Meanings**

1. Awaiting For Signature
2. Signed By Tenant
3. Signed By Both

## Complete E-Sign Workflow in Rentilium ERP

Move to the **Leasing** section from the main menu.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/2lX2tchE4WHGr_6Omalor_image.png)

### Accessing Rental Units

- Click on **Rental Units.**
- You will see three tabs Active Lease, Unleased Rental Units and Draft Rental Units.
- Click on **“Add New Lease”** to begin a new leasing process.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/BYWOnlTOqaFL-FVTmgIt1_image.png)

### Adding a New Lease

- Click on Add Lease.
- You will be directed to the Tenant Details section.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/MLEY1o81m0mhi6CqIsJyL_image.png)

### Tenant Details

- Choose between **“Existing Tenant”** or **“New Tenant”**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/jvlJWtnLlfEy3ZVXtlcyv_image.png)

For **Existing Tenants**

- Select **“Existing Tenant”** to view a list of registered tenants.
- Use the search box to find a tenant by name or email.
- Click **“Select”** next to the appropriate tenant.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/7TP3LIb7QRsfIz8pRHPxZ_image.png)

For **New Tenants**:

- Fill in personal details such as:
- Prefix (Mr./Ms./Mrs.)
- First Name and Last Name
- Gender
- Email Address
- Phone Number

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/p9XmvBmhWtqX2DNv-i_ej_image.png)

## Lease Details

- After clicking on Next, the Add Lease page will open.
- Fill out the given sections. The fields include:
- **Lease Start Date** and **Lease End Date**: Mention the duration.
- **Tenure Period (Months)**: shows the total number of months for the lease.
- **Monthly Rental Charge**: Monthly rent amount.
- **Discount Amount**: If applicable, fill in the discount amount provided.
- **Discount Period (Months)**: Mention the discount period.
- **Security Deposit Amount**: Mention the deposit amount.
- **Late Fine (Per Day)**: Mention the penalty for late payments.
- **Lock-In Period (Months)**: Minimum duration the tenant must stay.
- **Choose Signature Mode**: Manual or E- sign method
- Upload the **Lease Agreement**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/RGA1bfnJrAmxGC-YoVAVv_image.png)

### Add Energy and Other Charges

- Click **Next **to open the **Energy & Other Charges** page.
- Enter:
- Charge Name (e.g., power backup)
- Charge Type (Fixed or Rate-Based)
- Default Value (e.g., rate per unit)

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/H9j5mC7PLg9iQf27VA1y9_image.png)

### Review and Submit

- Click **Next **to reach the **Preview & Submit** page.
- Review all entered details:
- General Information (Property Name, Unit Name, Type)
- Tenant Details
- Lease Details
- Lease Agreement
- Additional Charges

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Bo3MKY1EP5ewPUeXz2tYv_image.png)

- Click **“Save as Draft”.**

:::hint{type="danger"}
**If the E-Sign process is chosen, the lease will first be saved as a draft. Once both parties (Organization & Tenant) have signed, the lease can then be activated. **
:::

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/d9XXQnwuXLhBjL_W3Icp2_image.png)

This saves the lease and **automatically sends it to the tenant’s registered email for E-Signature.**

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/hxLyp32zCk7w0i8PFdQpZ_image.png)

### Tenant E-Sign Process

- The tenant receives an email and SMS notification.
- Click **“Sign Document”** and then **“Proceed”.**

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/q6efGjdmTHlUlu7QoT1e-_image.png)

- They fill in required details and proceed to sign.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/AdLqbZ_dDXv10ba_zpkTv_image.png)

- On the Aadhaar-based e-sign page:
- Enter Aadhaar number
- Click Send OTP.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/ix1lUCQ7ozP6T790yEHXC_image.png)

- Enter the OTP received on their Aadhaar-linked mobile number
- Click Verify OTP.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/kc10eVWBoJP6CmEtPzTur_image.png)

After verifying OTP admin can download the signature form.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/6xk8Y8cLvjiyW7eofR7Z0_image.png)

### Admin E-Sign Process

- After tenant signs, the **admin **needs to sign the document.
- Navigate to **My Profile** in the admin dashboard.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/PmY6PWaxBjA8Yvxg8qQxV_image.png)

- Copy the registered admin email ID.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Ksu_-jtLAk-4UJhdQ8bgr_image.png)

- Open **Yopmail** in a browser and enter the admin email to access the e-sign mail.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Yqd1KLNk3spHpSZohI5bV_image.png)

- Now click on sign document. After successful process the system will confirm:
- Signature successfully applied! You can now view and download the fully signed document, complete with all signatures.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/M2a2a3X1nr_CuJJ7ppecG_image.png)

### Status Change: “Signed by Both Parties”

After both the** tenant and admin have completed their signatures**, the document status automatically updates to: **“Signed by Both Parties”**

This status confirms:

- The lease is now **fully executed**
- All legal formalities have been completed
- The document is binding and cannot be edited further

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/KkPFXxY7vjoeXiPuraMlS_image.png)

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/ZfdL3HctcOkLXHZhgWOdq_image.png)

### Transition from “Save as Draft” to “Activate”

Once the status updates to “Signed by Both Parties”, the save as draft will be changed to activate.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/sQSGlcBy06GCQHjf3A-zm_image.png)

### Conclusion

The change from **“Save as Draft” to “Activate”** marks the **final step** in the lease creation process. It ensures that only documents signed by all relevant parties are activated, providing a clear, secure, and legally compliant workflow for managing rental agreements in Rentilium ERP.